L3 Open Meet
Licence Number 3SE161400
Meet Conditions
4 December 2016 /
Facilities: Guildford Spectrum.Eight lane 25m pool, swim down pool, electronic timing with scoreboard.
Affiliation: Guildford City SC is affiliated to ASA South East Region and the meetwill be held under ASA Lawsand ASA Technical Rules.
The meet is licensed at level 3being held on 4December 2016under licence number 3SE161400
Age Groups: Ages as at 4December 2016.
Age groups: 9, 10, 11, 12, 13, 14, 15, 16 & Over.
Purpose: To provide a competition opportunity to enable athletes to achieve times suitable for entry into Regional and County Championships and other Meets at Level 1 or Level 2.
Entries: Closing date for entries is 7 November 2016.
Entries falling within the qualifying times will be accepted on a first come, first served basis.
Guildford City SC reserves the right to close the meet or individual events within the meet earlier than the specified closing date.
In the event that the meet is oversubscribed, a reserve list will be operated at the meet in order to insulate against the effect of late withdrawals and to maximise opportunities for swimmers to participate. Swimmers whose entries are initially rejected will be invited to apply for inclusion on the reserve list. Anyone on the reserve list must be within the qualifying times. The period for application will close 5 days after publication of the initial list of accepted and rejected entries. The reserve list will be seeded based on a first come first served basis.If swims become available after closing sign in for each session of the meet, they will be offered to those highest on the reserve list. Swims for those accepted reserve applicants cannot be guaranteed. Entries from reserves that do not swim at the Meet will be refunded after the Meet.
Late entries may be considered in the event of undersubscription. These must be applied for in advance of the meet by emailing .
All entries must include Date of Birth and ASA Registration Number details.
Club entries should be submitted using the Hy-Tek electronic entry system (download available via
Individual entries may be accepted using individual entry forms also available via the website.
Guildford City SC reserves the right to reject any entry without giving a reason.
The submission of entries either electronically or by entry form indicates acceptanceof the Meet Rules.
Entry Fees:Entry fees are £8.00 per event (includes spectator entry).
Cheques made payable to Guildford City SC.
The entry fee includes a levy of 20p per event payable to ASA South East.
There will be no refunds for withdrawals after the closing date other than withdrawals for medical reasons that are accompanied by the appropriate certification.
Events:Events will be seeded, with heats being swum in a spearhead formation.
All events will be swum on a heat declared winner basis.
It is the responsibility of the swimmer to report to the stewarding area in sufficient time for each event.
Guildford City SC cannot be held responsible for any swimmermissing the start of their particular heat.
Officials:All clubs submitting entries are requested to assist in the running of the meet by supplying details of any Licenced officials who are willing to assist at this Gala.
Name and contact details for officials should be completed by the person responsible for submitting the entries and forwarded together with the confirmation of entries and appropriate cheque.
Warm Up:Swimmers and coaches must ensure that they take no action that would endanger themselves or others.
Swimmers should swim in the direction indicated by the lane direction cards.
Sprint lanes will be announced.
Swim Down: A swim down pool will be available for use throughout the duration of the event, except whilst warm up is available in the main competition pool.
Swimmers are requested to respect other competitors in and around the surrounding areas whilst using this facility.
The instructions of the pool lifeguard and/or Guildford City SC Meet Management Staff must be followed.
Guildford City SC Meet Management Staff and the Spectrum Leisure Centre Management reserve the right to close this facility.
Awards:Awards will be made to the first three placed swimmers in each age group.
Presentations will not be made. Awards should be collected from the awards table.
Points will be awarded to the top eight swimmers in each age group who fall within the qualifying times, eight points being awarded for first place, seven for second and so on down to one point for eighth place.
The male and female swimmers who acquire the highest points in each category will be awarded the following:
Top Junior Boy9 to 10 yr Top Junior Girl 9 to 10 yr
Top Senior Boy11+ yrTop Senior Girl11+ yr
Poolside Passes: Poolside passes are available at a cost of £25 per day.
Poolside passeswill include admittance to all sessions, programmes, food/refreshments and results (if a results request sheet is completed at meet).
A free poolside pass is provided to any club providing 30 swimmersor more and/or for the provision of officials (to officiate in a total of three sessions).
Administration: For information regarding entries, please see
For queries and submission of electronic entries and manual entries, please e-mail
For poolside passes and any other queries,please contact
Data
Protection: Swim meet entries and results will be managed via computer and available via the internet.
By submitting entries, consent is thereby given, as required under the Data Protection Act 1984, to the holding of personal information on a computer. Personal data, including submitted and recorded times, will be publicly available during the meet.
Safety:Everyone attending the event must familiarise themselves with the location of the emergency exits, which must be kept clear at all times.
Everyone is asked to observe all normal precautions in the pool area and when moving around
Spectrum Leisure Centre.
Swimmers must not leave poolside unless they arewearing clothes and shoes having dried themselves.
Behaviour:The Guildford City SC Open Meet Management Staff and the Spectrum Leisure Centre management reserve the right to remove any person from the pool area, whose behaviour is either against the pool rules or the efficient running of the meet.
Security:Persons are requested not to leave their belongings unattended and to ensure valuablesare placed in a locked locker or kept with someone for safekeeping.
Guildford City SC nor Spectrum Leisure Centre management will be held responsible for loss of personal property.
Photography: In line with the recommendations in the ASA Child Protection Policy, the Promoter of this event insists that any person wishing to engage in any video or photography, including the use of mobile phones, must register their details, in the photographic log book at the spectator entrance, prior to carrying out any such photography. Once registered a wristband will be given which must be worn and be visable at all times.
Refunds:Entry fees cannot be refunded, except in the event of exceptional circumstance and at the discretion of the Meet Director or Guildford City SC Open Meet Management Staff.
Any eventuality, situation or dispute not covered by the above conditions shall be determined by the Meet Promoter.